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W9Finder

W-9 collection software for accounting firms

W9Finder is W-9 collection software built for accounting and bookkeeping firms. Import a vendor CSV, see which vendors are missing W-9s, send secure request links, review each upload, and export a reviewed vendor file for 1099 prep before filing season starts. W9Finder is the first product from FormSignal.

$99/month billed annually $1,188/year for the first 25 firms.

$1,188 billed upfront for the first year. Renews automatically each year at the standard annual price, currently $1,788, unless you cancel.

Run readiness scan Create account
  • Full TINs are encrypted at rest and masked throughout the interface.
  • Review each uploaded W-9, correct details, resolve exceptions, and approve.
  • Privacy Policy Terms of Service
Harbor Lights Dental GroupVendors
Import vendorsCreate and send W-9 requests
Vendors 5 Missing 43 Needs review 12 Complete 01
W-9 status
VendorW-9 statusTIN last4Payments YTDIssues
Landscaping contractor Not requested Missing $8,400 2
IT consultant Request sent Missing $12,750 1
Equipment rental Request viewed Missing $3,180 1
Cleaning service Needs review **-***4471 $6,200 1
Freelance designer Not requestedRequest sentNeeds reviewComplete Missing***-**-2155 $4,950 10

Sample data. Normal vendor views show last4 only.

Stop chasing W-9s in January

Every filing season starts the same way: a vendor list full of gaps, W-9 requests buried in email threads, and a team rebuilding the same tracking spreadsheet it built last year. The work is simple. The chase is what burns the hours.

W9Finder moves the chase into one workflow. Your team sees every vendor's W-9 status in one place, sends requests from the platform instead of personal inboxes, and hands off a reviewed export when the cleanup is done.

Import vendor lists

Start from the CSV your firm already has. W9Finder keeps the workflow centered on clients, vendors, W-9 status, and missing fields.

Import vendors5
VendorW-9 statusTIN last4Tax class
Landscaping contractorMissingMissingLLC
Cleaning serviceNeeds review4471LLC
Freelance designerComplete2155Individual/sole proprietor

Request missing W-9s

Send request links, track submitted documents, and keep reminder work visible for the team instead of chasing one-off inbox threads.

Northstar Bookkeeping & Advisory
Upload your W-9 for Freelance designer.
W-9 document
Upload a PDF, PNG, JPG, or JPEG file up to 15 MB.
Choose your W-9 fileChoose file
I confirm I am authorized to submit this document.
Submit W-9

Review before export

Route exceptions to firm users, approve fields, and export vendor data only after review. IRS form references are linked in the sources below.

The top of IRS Form W-9 (Rev. March 2024): the form title, line 1 for the name of the entity or individual, and the federal tax classification boxes
Parsed fieldsNeeds review
Legal name
Legal name is missing from the W-9.
Federal tax classification
LLC
TIN last4
**-***4471
Save correctionsApprove document

How W9Finder works

  1. Step 1

    Import your vendor list

    Start with the spreadsheet your firm already has. Upload a vendor CSV for each client, map the columns, and W9Finder builds the client and vendor records. Works with vendor CSVs exported from systems like QuickBooks.

  2. Step 2

    Audit vendor readiness

    W9Finder flags every vendor with a missing W-9, missing email, incomplete legal name or address, missing TIN, or a likely duplicate record, so your team can triage follow-up before deadline pressure starts.

  3. Step 3

    Send secure request links

    Each vendor gets a private upload link. Vendors upload through the link without creating an account, and W-9 attachments stay out of inboxes. Reminders are tracked in the app so follow-up stays visible to the whole team.

  4. Step 4

    Review and export

    Review each uploaded W-9, correct details, resolve exceptions, and approve. When the list is clean, export a reviewed vendor file for 1099 prep.

Who W9Finder is for

  • Bookkeeping firms and outsourced accounting teams that handle vendor cleanup for multiple clients
  • Small CPA and tax practices that dread January 1099 prep
  • CAS teams that need staff access with owner-only controls
  • Firms that manage vendor records in spreadsheets or QuickBooks exports today

W9Finder does one job: W-9 collection and vendor readiness before 1099 work begins.

Built for sensitive vendor data

W-9s carry SSNs and EINs, so the security model is the product. Uploaded documents live in private storage rather than email threads. Request links are secure and expire. Full TINs are encrypted at rest and masked throughout the interface. Standard exports never include full TINs, and the owner-only full-TIN export requires an explicit confirmation. Staff can work on clients, vendors, requests, and reviews while billing and sensitive controls stay owner-only.

Freelance designer
Harbor Lights Dental Group
TIN last4***-**-2155Normal vendor views show last4 only.
OwnerStaff
Clients
Vendors
Requests
Documents
Exports
Billing
Full-TIN export

Pricing

The W9Finder Founding Cohort annual plan is currently listed at $1,188/year for the first 25 firms. A monthly plan is available at $149/month. Billing runs through Stripe-hosted checkout, and W9Finder never stores card data. Full details.

W9Finder Founding Cohort

$99/month billed annually

$1,188/year for the first 25 firms.

$1,188 billed upfront for the first year. Renews automatically each year at the standard annual price, currently $1,788, unless you cancel.

Monthly plan

$149/month

Billing runs through Stripe-hosted checkout, and W9Finder never stores card data.

$149 billed monthly. Renews automatically each month until you cancel.

Prices are in U.S. dollars. Applicable sales tax, if any, will be shown before you complete your purchase. Any future renewal price change will be communicated in advance as described in the Terms of Service. Cancel future renewals at any time in Settings, Billing, through the Stripe customer portal. For a standard cancellation, access continues through the end of the paid period. See the cancellation and refund terms. Need help with billing or cancellation? Contact hello@formsignal.co.

Scan before account setup

Scan your vendor list. Run the free Vendor Readiness Scanner to see which vendors are missing W-9s before you create an account.

Start W9Finder. Create your firm account and import your first client vendor list.

Free QA tool

Scan your vendor list for W-9 gaps

Use the Vendor Readiness Scanner to spot missing W-9s, incomplete vendor details, and records that need review before your firm starts cleanup work.

Open Vendor Readiness Scanner

Scanner output

Missing W-9s Flagged
Duplicate vendors Checked
TIN-like values Masked

FAQ

What is W9Finder?

W9Finder is the W-9 collection product from FormSignal. Firms use it to import vendor lists, find missing W-9s, send request links, review uploads, and export clean vendor records for their own filing workflow.

Does W9Finder file 1099s?

No. W9Finder handles W-9 collection and vendor readiness. Filing happens in whatever submission process your firm already uses, with your own professional review.

Can staff members use W9Finder?

Yes. Owners can add staff who work with clients, vendors, requests, documents, and exports. Billing and sensitive controls, including full-TIN exports, stay owner-only.

How does W9Finder protect W-9 data?

Documents are stored privately, request links are secure and expire, and full TINs are encrypted and masked in the interface. Standard exports exclude full TINs by default.

How much does W9Finder cost?

The W9Finder Founding Cohort annual plan is listed at $1,188/year for the first 25 firms. A monthly plan is available at $149/month.

Related W9Finder resources

Sources